Privacy
OUR COMMITMENT
Canadian Shield Health Care Services recognizes the importance of respecting and protecting the private information of all individuals associated with the organization. We are committed to protecting Personal Information (PI) and Personal Health Information (PHI) through:
- Education and ongoing training
- Monitoring and maintaining safeguards
- Conducting regular audits
Our Privacy Protection Strategy is governed by:
- PIPEDA (Personal Information Protection and Electronic Documents Act)
- PHIPA (Personal Health Information Protection Act)
- All federal, provincial, and professional standards
Canadian Shield Health Care Services will make every effort to respect the privacy rights of clients, employees, stakeholders, and proprietary information.
RESPONSIBILITIES
- All employees are responsible for keeping personal and health information confidential.
- The Privacy Officer ensures overall compliance with legal requirements and privacy practices.
- Confidentiality obligations continue even after employment ends.
- All employees must sign a Confidentiality Agreement upon hiring and review it annually.
COLLECTION OF PRIVATE INFORMATION
Information is collected in accordance with PHIPA, PIPEDA, and other relevant laws.
- For clients: Only the minimum required information is collected for safe, competent care.
- For employees: Only the minimum required information is collected for HR administration purposes.
CONSENTS
- Consent is required for collection, use, or disclosure of personal and health information.
- Consent may be verbal, written, or via applicable consent forms.
- Consent can be withdrawn at any time with reasonable notice.
- Consent from a legal guardian is required for minors or individuals unable to provide it themselves.
- In some cases (legal, medical, security), consent is not required.
- New consent is needed if information is used for new purposes.
- Consent is required to disclose information outside the Circle of Care.
The Mental Health and Wellness division complies with legislative Limits of Confidentiality, reviewed at every contact.
STORAGE OF PRIVATE INFORMATION
All private information is stored physically and digitally in accordance with PIPEDA (2000) and PHIPA (2004).
SAFEGUARDS
Security measures protect against unauthorized access, disclosure, loss, or theft.
a) Physical Safeguards
Secure physical storage in monitored areas.
b) Administrative Safeguards
Policies, procedures, and training limit access to authorized personnel only.
c) Technical Safeguards
- Secure networks
- Strong passwords
- Encryption
- Firewalls & antivirus
- Managed by third-party IT provider
d) Education
- Orientation training
- Annual refresher privacy training
e) Audits
- Regular monitoring and archival
- Annual Privacy Impact Assessment (PIA)
USAGE OF PRIVATE INFORMATION
- Clients: Information is used solely for safe and competent care.
- Employees: Information is used solely for employee-employer administration.
ACCESS TO YOUR PERSONAL INFORMATION
- Clients: Information is accessible only to individuals involved in care.
- Employees: Information is accessible only to HR and relevant managers.
Note: In rare cases, disclosure may be legally required (e.g., subpoena).
REQUEST FOR YOUR PERSONAL INFORMATION
- All third-party requests (lawyers, police, etc.) must be made in writing and include signed consent.
- Home and Community Care/LHIN/Ontario Health must be notified for referred client requests.
Employees may:
- Submit written requests to view employment files
- Submit correction notices
- Provide written permission for third-party disclosures
All such documents are recorded and filed accordingly.
Exceptions to access may include:
- Legal/security restrictions
- Excessive costs
- Other legislative exemptions
QUESTIONS OR CONCERNS
Any questions, concerns or complaints relating to Canadian Shield Health Care Services information handling practices should be directed to our main office at 705-618-7233. If your questions, concerns or complaints cannot be addressed to your satisfaction, or you wish further information, you can contact our Privacy Officer directly by email at privacy@canadianshieldhealth.com.
While Canadian Shield Health Care Services appreciates the opportunity to address your questions, concerns, or complaints, you are entitled to contact your provincial Privacy Commissioner’s office if warranted.